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HomeMy WebLinkAboutDepartment Head Meetings Minutes 12.03.2002 MINUTES DEPARTMENT HEAD MEETING DECEMBER 3, 2002 3:00 P.M. OLD COUNCIL CHAMBERS PRESENT: Mayor Bud Johnson Larry McCann Matt Erekson Rick Musson Jan Faught Mary Embleton Steve Klotz Mike Zuhoski Joel Barnhart Peggy Arnold Calendar Planner · Budget calendar discussion · Taxable value received from State of Montana in July · Budget process based on expenditures and projected revenues · Adopt budget on June 17 based on appropriations, not revenue · Mayor wants Final Budget in place by 7/1/03 Budget calendar: o December 10: Budget worksheets to department heads · Sheets include four-year history · Capital outlay sheets · Payroll history sheets not included o January 28: Budget worksheets due to clerk/treasurer o February 11: Clerk/treasurer return sheets to department heads o March 11: Preliminary Budget · Presentations to Council and Council Workshop Preliminary Budget is done May 6: Resolution to set public hearing on Preliminary Budget O © O O meetings after May 7: Public notice in Laurel Outlook (publish 05/07/03 and 05/14/03) - Public heating on Preliminary Budget and tax resolutions May 20: Public heating on Preliminary Budget at council meeting June 17: Adopt Final Budget CIP · Need to develop more CIP proposals · Initial CIP process produced too few projects · Need to establish guidelines · Some items taken care of in O&M · Department heads on CIP Committee · Public informational hearing on the CIP - along with Preliminary Budget · Capital Outlay - budget in 900 numbers - anything over $5,000 · CIP items - budget under 900 nurnbers- over $25,000 · Funded items put in budget · Unfunded items would disappear from budget, but would remain in CIP Department Head Meeting minutes of December 3, 2002 · Example of Ambulance need for space: o 400 square feet @ $20 square foot o $4,000 fee to develop a plan o Might fund only the study portion this year · Example of Cal's CIP request for trail system: o Trail system costs $10,000 o Plan for the trail system costs $3,000 Utili ,ty billing · Summer sewer average starts on May 10t~ - based on October through April billings · Sewer actual starts on November 10th Laurel Ci~ Voice · Discussion regarding 2003 publications · March 26, 2003 Laurel City Voice o Articles due to Cindy by March 3rd · July 30, 2003 Laurel City Voice o Articles due to Cindy by July 7th · November 26, 2003 Laurel City Voice o Articles due to Cindy by November 3rd Alley dean-up week · Public Works to determine date for Bright 'n Beautiful; add date to calendar · Put information in Laurel City Voice and advertise in Laurel Outlook Monthly reports: Fire, Ambulance, Police, and Building · Fire, Ambulance, Police, Building monthly reports received Review of committee minutes: · Planning Board minutes of 11/7/02 o Public Works sign-offsheet: · Needs to be completed before items go to Planning Board · Larry and Steve to define the routing for sign-off sheet o Changes are needed in temporary use permit · Public Works Committee minutes of 11/12/02 o First reading of school zone ordinance at council tonight · Emergency Services Committee minutes of 11/25/02 o Yellowstone City-County Terrorism Plan o City of Laurel responders are not listed o Jim Kraft is willing to address committee's concerns after first of year o Amendments could be made to the plan Hazardous material · Fire Department is still working on 2 Department Head Meeting minutes of December 3, 2002 Job description update · In progress · Clerk/treasurer's office is completed Procedure to release employee information Process for employee files · Need to set meeting date with Dick Larsen Discussion on lot purchase · Plan is in progress CJIN Terminal · Need money - $3,000 · Rick to f'md out exact yearly fee and monthly fee by next meeting COPS Grant for equipment · Mike said no appropriations are available at this time. · Mayor asked Mike to contact Liz at Max Baucus' office. Code book · Updates have been printed but not shipped Travel policy. · Second reading of ordinance deleting travel policy from ordinance at council tonight · Travel expense reimbursement will become policy. Janitorial services · Matt will meet with janitorial people tonight. Other Matt informed Mayor that information was received by Human Rights Department. Library employee will be retiring. Peg will check with Library Board regarding restructuring and possible changes at the library. Peg needs MSDS information for one item (available in City Hall book). Colonial Insurance/Section 125 Plan: o Vance Holbrook here on December 12th and 13th. o Vance will schedule times at each building. o All employees must sign up to begin, continue, or decline. Polk Directory o City is listed in directory. o $263 to purchase book with complimentary CD o Clerk/treasurer and police department did not purchase o Library purchases every other year 3 Department Head Meeting minutes of December 3, 2002 · Service Order Program o Currently on Jeanette's computer o Additional users - $500 per user o Need four additional users: Larry, Steve, Mike, and Cheryll o Mayor said to submit requisition o Need to decide on templates and codes o Training could be done over the phone · Mayor to schedule a council retreat for January 2003 · Black Mountain training o Mary to contact Black Mountain regarding scheduling in early January · Water intake project (> Schedule conference call with Anna Miller o Conference call to include Mayor, Larry, Engineers, and Mary o Set dates o Discuss bond counsel · Audit scheduled for December 16th through 20th o Be prepared for visits from the auditors. · Public Works and Public Utilities o Fee schedule is completed o Needs to be reviewed · Public Works - Sanding streets o Sanding will be done from 8:00 to 10:00 p.m. tonight and from 5:00 to 7:00 a.m. on Wednesday. o Primary roads sanded first - includes school zones o Secondary roads - every controlled intersection is sanded · Snow Route - information available at city's website: mylaurel.com · Temporary water o City is on temporary water supply as of Monday, December 2ha. o Temporary water will continue until completion of project in April. · Ambulance o Cable Montana contacted Jan regarding house that could be used as office and training room. o Would rent for $600 per month o Need to check with insurance carrier regarding commercial use. o Creamery building - still available · PERS information meetings o Meeting scheduled on December 11th at 2:30 p.m. at Laurel High School auditorium o Mary could schedule another meeting. · Police Department o $5,000 grant for DUI enforcement received o DUI overtime shifts: 12/20/02 through 01/05/03; 06/27/03 through 07/13/03 o Rick will submit paperwork for reimbursement 4 Department Head Meeting minutes of December 3, 2002 Calendar December 3, 2002 - Council December 10, 2002 - Council Workshop Wastewater Facilities Plan December 17, 2002 - Council December 31, 2002 - Council Workshop - Cancelled Future: Janitorial services Update of Laurel Municipal Code book Library Board/Peg Arnold - council workshop Right-of-way fees - Solid Waste Bid for material and services - Public Works Inclusion of 8th Avenue in current residential light district Enterprise Funds - rate proposals Black Mountain training - January Council retreat - January The meeting adjourned at 4:12 p.m. Respectfully submitted, Cindy Allen Council Secretary